Join the Board of Directors for a “Virtual Meeting” on ZOOM

The Montage Board of Directors has been using internet streaming technology to boardcast interactive board meetings since public health directives regarding group gatherings during the current COVID health emergency in 2021.

In October 2023, Governor Newsom signed into law AB 648 (Virtual/Electronic Meetings) that took effect January 1, 2024.  Previously, virtual meetings were permissible as long as there was also a physical meeting place attended by at least one board member. A limited exception was made during the COVID pandemic to preclude the need for a meeting place. That exception ended on February 28, 2023, when the Governor formally declared the pandemic emergency over.

The Montage experience with virtual meetings has generally been very positive and has led to increased regular and annual meeting attendance and participation by those in attendance.  Virtual meetings are generally easier to attend, and members can listen to the board’s work without participating, should they desire.  This brings additional understanding, openness, and transparency to board operations.

 State Law provides that homeowners associations may conduct their meetings virtually by video or teleconference meeting where other directors and the membership can participate in real time. When an open board meeting is entirely virtual (by video or teleconference), notice of the meeting must identify at least one physical location where owners can attend and listen to or observe the board’s meeting.

 New Law Regarding Virtual Meetings

AB 648 adds a new section to the Davis-Stirling Act (§ 4926) that states that under the following conditions, HOAs can hold purely virtual meetings other than those where ballots are counted, such as the Annual General Meeting or a special meeting where votes are to be counted. Vote counting must be visible to the membership.

The new law provides that virtual meetings may be held under the following conditions:

• The notice for any such meeting must, in addition to the customarily required information, also contain: (1) “clear technical instructions on how to participate by teleconference”; (2) a telephone number AND email address of a person who can provide technical assistance with the teleconference process, both before and during the meeting”; and (3) a reminder that any member can ask for individual delivery of meeting notices, with instructions regarding how to do so.
• The ability of any director or member to participate in the meeting must be the same as if the meeting were held in person.
• All votes of the Board must include a roll call vote.
• Any person entitled to participate in the meeting is also given the option of participating solely via telephone (assuming that the meeting is being conducted by more than phone, such as via Zoom).

 No Further Requirement for On-Site Meeting Location

State law no longer requires the Board to designate a location (Personalized Property Management) as a permanent location for the membership to view all virtual Board meetings.  When a meeting location is required or called for by the Board, the Board will designate a location for that purpose. Contact the community manager if you have a question. Personalized Property Management, 68950 Adelina Rd, Cathedral City, CA 92234  (Click Here). (760) 325-9500 (Click Here)

Zoom Teleconferencing

The Board currently uses ZOOM – a web-based video conferencing service – to enable its members to watch and participate in Association meetings. The Association has prepared an instructional guide to help interested individuals use their phones, pad devices and computers to participate in the meeting.  The guide can be found here. Zoom Instruction Guide

Should you have further questions after having used the Zoom Instruction Guide, please refer to the additional written materials and videos provided from the links below or you may contact the Community Manager at Personalize Property Management via email on the Thursday prior to the Board meeting to arrange a time to assist you make a connection.

To join into a meeting follow the instructions and links or phone dial-in numbers provided at the top of the meeting agenda.  Agendas are posted four days before each Board meeting on the official HOA bulletin board at the corner of Van Gogh Road and DaVinci.  You may also call personalized property management and request an agenda and/or meeting instructions.

For additional information on installing and using ZOOM click on this link. ZOOM HELP CENTER

Virtual Meeting Participation

Check into the meeting early.  To make sure you are ready when the meeting starts make connection with the meeting five minutes early.  Instructions on how to connect into the meeting can be found on the meeting agenda mailed to all members four days in advance of the meeting.  Instructions are also found on this page.

Check all your technology while in the waiting room ready to be let into the meeting by the moderator.  When you attempt to connect into the meeting you may be directed to the “waiting room”.  This happens when a board executive meeting goes long or a quorum has not yet been assembled.  While you are waiting to be let into the meeting check all your technology so that you are ready to go when the moderator lets you into the meeting.  Be quiet when entering the meeting in the event the meeting is already in session.

Mute your microphone. To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.

Position your camera properly. If you choose to use a web camera, be sure it is in a stable position and focused at eye level, if possible. Doing so helps create a more direct sense of engagement with other participants.

Be mindful of your background.  If you chose to your your web camera be sure that your background is neat and free of personal items you do not want to share with others.

Limit distractions. You can make it easier to focus on the meeting by turning off notifications, closing or minimizing running apps, and muting your smartphone.

 Be prepared to be called upon. Be mindful of background noise. When your microphone is not muted, avoid activities that could create additional noise, such as shuffling papers.

Avoid multi-tasking. You’ll retain the discussion better if you refrain from replying to emails or text messages during the meeting and wait to work on that PowerPoint presentation until after the meeting ends.

Prepare materials in advance. If you will be sharing content during the meeting, make sure you have the files and/or links ready to go before the meeting begins.

Raise your hand. If you are joining the meeting via zoom and wish to make a comment on an item, press the “raise a hand” button.  If you are joining the meeting by phone, press *9 to indicate a desire to make comment.  The chair will call you by name or phone number when it is your turn to comment.  Speakers will be limited to one minute.

Written comments. If you choose not to watch the Board of Directors meeting online but wish to make a comment on a specific agenda item, please submit your comment via email by 5:00 p.m., Wednesday, prior to the meeting. Please submit your comment to the Board President by email at  info@montageatmissionhills.org.  Your comment will be placed into the record at the Board meeting.

Prepared remarks. If you are watching/listening to the live stream of the Board meeting and wish to make either a general public comment or to comment on a specific agenda item as it is being heard, you may also submit your comment, limited to 200 words or less, to the president of the Board using the “chat” feature within Zoom.  Every effort will be made to read your comment into the record, but some comments may not be read due to time limitations. Comments received after an agenda item will be made part of the record if received prior to the end of the meeting.

See the Website Links Below for More ZOOM Tutorials

https://support.zoom.us/hc/en-us/articles/201362193

https://support.zoom.us/hc/en-us